Assistant Residency Coordinator, Anesthesiology

The Department of Anesthesiology at SUNY Downstate Health Sciences University is seeking a full-time Assistant Residency Program Coordinator / TH Staff Assistant 1. 

The Assistant Residency Program Coordinator will support the administrative and operational activities of the Anesthesiology Residency Program. This role will work closely with the Program Coordinator to ensure the smooth functioning of the residency program, assisting with scheduling, documentation, communication, and event planning. Additional duties and responsibilities will include but are not limited to:

Administrative Support

• Assist in the day-to-day administrative operations of the residency program.
• Assist with all the required ACGMEIRRC/GME/hospital maintenance paperwork and data entry.
• Maintain and update resident files, records, and databases.
• Monitor block academic schedule, duty hours, evaluations, procedure log, and scholarly profile of each resident.
• Biannual reporting of the milestones to the ACGME.
• Ensure compliance with accreditation requirements and institutional policies.
• Complete the required Annual Program Evaluation for submission to the GMEC.
• Assist with orientation, proctoring in-training services examination, credentialed, and repayment of residents.

Scheduling

• Assist in preparing and maintaining resident schedules, including rotations, call schedules, and educational activities.
• Coordinate and schedule meetings, conferences, and other educational events.
• Manage room reservations and logistical arrangements for meetings and events.

Communication

• Serve as a point of contact for residents, faculty, and staff regarding residency program-related inquiries.
• Draft and distribute routine communications, newsletters, and announcements to residents and faculty.
• Maintain the residency program's online presence, including website updates and social media postings.

Documentation and Reporting

• Assist in collecting, organizing, and submitting required documentation for accreditation and institutional reviews.
• Prepare and distribute reports, surveys, and evaluations as needed.
• Ensure accurate and timely documentation of resident evaluations, milestones, and progress.

vent Planning

• Assist in planning and coordinating residency program events such as orientation, graduation, recruitment, and social activities.
• Manage event logistics, including venue setup, catering, and audiovisual needs.
• Coordinate travel arrangements and reimbursements for residents and faculty attending conferences and off-site events.

Resident Support

• Provide administrative support to residents, addressing their needs and concerns.
• Assist residents with credentialing, licensure, and other necessary documentation.
• Facilitate resident wellness initiatives and support services.

Qualifications

Required Qualifications

• Bachelor's Degree in a relevant field or equivalent work experience.
• Previous administrative experience, preferably in a healthcare or academic setting.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and database management.
• Ability to work independently and as part of a team.
• Strong interpersonal skills and the ability to interact effectively with residents, faculty, and staff.
• Knowledge of accreditation and regulatory requirements for residency programs is a plus.
• Or, a satisfactory equivalent combination of experience, education and training to the above.